Referral Training Exercise 1: Key Entering an Applicant

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1 Referral Training Exercise 1: Key Entering an Applicant Now that you have completed the online portion of training for Referral, it is time to log into the Stage environment of USA Staffing to practice what you have learned. Use this step-by-step guide to help you practice this lesson. Retain your notes to assist you with other lessons. This practice exercise will walk you through key entering an applicant. Key entering an applicant is not normally a separate step in the process. When you are working in the live environment of USA Staffing, most applicants will apply online so this step would not be needed. Key entry in the Stage environment will give you a chance to practice this functionality in a test environment and will allow you to produce more test applicants for your vacancy. This will be helpful when you create certificates in a later practice exercise. All applicant records require an address. When key entering applicants in the test environment, you should use caution when selecting an address for your test applicant. The ideal address is one that you have access to so in later exercises, you will be able to select yourself and complete the onboarding process. The Stage environment will allow you to produce applicant notifications that will go to any address entered. Never use an actual applicant s address in the Stage environment. Key entering an applicant requires you to have an announcement that is complete and has been released to USAJOBS. If you already have an announcement that is ready, complete the information below. If not, you can access the entire practice training series on the USA Staffing Training Resources page at: You will then need to complete the Request, Vacancy, Assessment, and Announcement exercises before proceeding with this exercise. My Request Number: My Vacancy Number: 1. Go into your Vacancy Number. There are several ways to access a Vacancy Number: a. If you know your number, you can type it directly in the Go To box at the top of the page and click Enter. b. You can locate your request in the Requests tab of your dashboard. Once in your request, there is a direct access link under the Vacancy Created section. c. If you have recently gone into this Vacancy Number it will show up in your dashboard drop-down list. 2. Once in your Vacancy, navigate to the Applicant Overview tab. If the Applicant Overview tab does not automatically display, use the + to select Applicant Overview. 1 P age

2 Image 1: Vacancy Case File page. 3. From the Applicant Overview page click Add Applicant. Image 2: Applicant Overview page with the Add Applicant button highlighted. The Add Applicant button is located in the upper-right quadrant of the page. 2 P age

3 4. On the Add Applicant page type the first or last name of the applicant you will be adding or enter an address. The system will search your organization for matches. Since we are creating a new test applicant, click the Add New Applicant link at the bottom of the search results. Image 3: Add Applicant screen with the Add New Applicant link highlighted. a. Complete the Add Applicant page to create the applicant record. All fields on this page are required. i. Select a Reason for Key Entering Application. Do not select Late since that will make the applicant ineligible. All other options will allow you to create an active application. ii. Complete First Name and Last Name fields. iii. Enter an address. If possible, use one that you will have access to for later steps in the process. Do not use a real applicant address. iv. Make up the Month and Day of Birth and Last 4 digits of SSN fields. v. Save when complete. Image 4: Add Applicant page. 3 P age

4 5. You will begin in the Application tab of the record. Complete all required fields on this page. Remember that this page will contain different options depending on how the vacancy was established. When complete, Save. Image 5: A newly created applicant record. The image shows the Application page for this new applicant. 4 P age

5 6. Next complete the Assessment tab. Once complete, Save. Image 6: Assessment page of the applicant record. 5 P age

6 7. Next you will need to upload documents to the applicant record. To do this, click the Documents button at the top of any page in the applicant record. Image 7: Assessment page of the applicant record with the Documents area opened. 8. Use the Choose File button to browse to locate a test document. Note: Use caution when uploading test documents to the Stage environment of USA Staffing. Since this is a test site, do not upload any documents that contain Personally Identifiable Information (PII), sensitive data, or classified documents. a. The File Name will automatically populate based on the file you select. b. Select a Document Type from the drop-down list. c. Check the Show to Hiring Managers box if you want this document to be viewable by the Hiring Manager when you send the certificate for review. d. When ready, press the Upload button. e. To exit the Documents area, click the Documents button again. Image 8: Assessment page of the applicant record with the Documents area opened and ready to upload. This concludes the lesson on Key Entering an Applicant. You may want to repeat this process several times so that your test vacancy has many test applicants for later practice exercises. 6 P age